Creating and tracking invoices

You also have the ability to invoice a customer. You can do so by going to the appropriate tab (as long as you have the correct permission).

What is an invoice?

An invoice is a document issued by a seller to a buyer that itemizes and records a transaction. Invoices in Swift include the following details:

Seller Information: Name, address, and contact details of the seller or service provider, which in this case is your facility.
Buyer Information: Name, address, and contact details of the buyer or client (the customer).
Invoice Number: A unique identifier for the invoice which is generated upon creation,
Date: The date when the invoice is issued and/or the transaction date.
Due Date: The date by which the invoice needs to be paid in full.
Description of Goods or Services: An itemized list of the products or services provided, including quantities and unit prices.
Total Amount Due: The total cost of the goods or services, including any applicable taxes, discounts, or additional charges.

Invoices are essential for record-keeping, financial tracking, and ensuring timely payments in business transactions. Some perfect use cases for invoices include:

Tournament Fees: Collecting entry fees from teams or individuals participating in tournaments or competitions.
Bulk Facility Rentals: Charging for the use of courts, fields, or other facilities for events or regular, recurring practice sessions.
Event Hosting: Billing for organizing and hosting events like sports camps, birthday parties, or corporate team-building activities.
Maintenance and Repairs: Invoicing for services related to the maintenance and repair of equipment or facility infrastructure.

Creating an invoice

Clicking the "New invoice" button will give you a new screen with an invoice builder:

Once you have all the details finalized, click "Create invoice" to create the invoice and optionally send an email to the customer. The email will include a summary as well as a downloadable PDF.

After creation, invoices can fall into the following states:

Open: All newly created invoices fall into this state. They can have payments collected towards them
Overdue: Any invoice that's in the Open state and has a due date in the past will fall into this state. Overdue invoices can still have payments collected towards them.
Paid: Invoices that have been paid in full will fall into this state and cannot have any further payments made towards them. Refunding a payment on a Paid invoice will change it back to the Open state.
Void: An invoice that is voided is cancelled and cannot have any payments collected towards it.

Invoice payments and refunds

Payments towards invoices can be collected in one of two ways.

The first is to click on the quick actions menu on the invoice and choose the "Collect payment" option. This allows you to collect a payment that is less than or equal to the total amount remaining on the invoice.

The second is to click on the invoice row and navigate to the direct invoice page, which shows you an overview summary along with all payments that have been made as well as the option to collect new payments.

Payment Links

Currently, invoices sent to customers do not include payment links, meaning customers cannot pay invoices directly. All invoice payments must be collected and processed by staff on the Admin side.

Refunding an invoice payment

To refund a payment, view the Payment History section on the direct invoice page. Once you've found the payment you'd like to refund, click on the "Refund" arrow beside the payment.